What Are Automation Workflows?
Automation workflows are customizable messaging flows that allow your POS to automatically send emails or text messages based on specific customer actions.
You can create workflows to trigger when:
- An order is marked ready for pickup
- A repair or service is completed
- A new customer is added
- A specific tag is applied (like “VIP” or “Engagement Ring”)
Each workflow includes a trigger, a delay, and a message. This gives you full control over what gets sent, when, and to whom.
Setting Up and Customizing Your Workflow
To access Automation Workflows:
- Go to the Communication module in the POS Admin.
- Click into the Automation Workflows tab.
From there, you can:
- Click Add Workflow
- Enter a Workflow Title (ex: "Pickup Reminder")
- Choose a Trigger such as:
- After an online cart has been abandoned
- After a sale is completed
- Before a birthday or anniversary
- After a tag has been applied to the customer
- Set a timeframe (ex: 1 minute, 1 day, 7 days after the trigger)
- Choose who it's sent from (ex: last salesperson or store name)
- Choose a Message Type. You can now select Email or Text
- Add a discount code or review link (optional)
Note: Standard messaging rates still apply for Text messages.
Then you'll reach the Workflow Message section where you can choose how your message is created:
- Write your own subject line and message manually
- Use AI to generate a dynamic subject and/or message
- Choose from a prebuilt message template
This gives you the flexibility to tailor every message, whether you're keeping it personal, letting AI speed things up, or pulling from proven templates.
Once you're satisfied, hit Save & Close. Your workflow will now run automatically.
Key Features That Make It Work
Using automation is more than just saving time. It’s about building a consistent and reliable customer experience. Here’s what makes Flawless POS workflows powerful:
These features ensure every interaction feels thoughtful and perfectly timed, without needing to follow up manually.
Final Tip: Keep It Personal, Even When It's Automated
The magic of automation isn’t in sending more messages, it’s in sending better ones. Make each message feel like it came directly from you.
Use your tone. Add personal touches. Reference their name or order. Include review links. Even a short “Thanks again, [Name]” goes a long way. The more genuine your message feels, the more your customers will engage.
Remember: automation doesn’t replace the relationship, it supports it. And when used intentionally, it builds a level of consistency that customers remember.
Want help setting this up? Reach out to Flawless Support, we’ll make sure your workflows feel like an extension of you.
